Operations Administrator

2 weeks ago


Birmingham, United Kingdom Brook Street Full time

**THE ROLE**

The post holder will assist in undertaking a broad range of front facing and administrative duties as directed by their line manager at the Birmingham and Sparkhill campuses. They will be expected to work proactively and independently within. The post is concerned with the delivery of a front-facing support service and behind the scenes administrative support, playing an integral role in delivering an excellent customer and administrative service.

**KEY RESPONSIBILITIES/DUTIES**
- Maintaining effective and professional communication channels
- Providing and maintaining an effective reception and/or helpdesk service for all clients
- Providing and maintaining an effective switchboard operation at all times
- Being responsible for maintaining operational documentation accurately
- Undertaking Event, Conference and Room Booking administration and support, including the issuing of function sheets
- Arranging, servicing and supporting internal and external meetings including coordination of information and diaries
- Meeting and greeting contractors and internal and external customers for day to day business and functions
- Processing incoming and outgoing mail / deliveries
- Providing administrative support, car parking availability and general site information
- Being responsible for sending mail shots and other marketing materials as required
- Providing support as required for the finance function such as purchase orders, processing / matching supplier invoices, raising internal / external invoices, quotations for approval by nominated individuals and analysing figures
- Setting up forms for seeking feedback and administration of feedback from conference attendees, students, staff etc.
- Undertaking day to day administration including updating access cards, mail franking and general filing
- Undertaking departmental administration including the recording of absences, leave, time in lieu, training/personal development activities, timesheets, and rota administration
- Undertaking activities relating to operating the Building Management System as well as Quantarc or equivalent
- Taking measures to ensure cleanliness and safety are maintained at all times in your working area and communal university spaces
- Adopting and sustaining a professional image, positively promoting the University at all times
- Communicating effectively and professionally in both formal and informal situations with colleagues at all levels within the University, with students and where applicable their parents/guardians/close relations
- Responding promptly to routine enquiries and requests for information, ensuring that a positive campus and corporate image is created and maintained at all times

**PERSON SPECIFICATION**
- Degree level education
- Previous experience in providing high quality administrative support
- Evidence of providing high quality customer service
- Ability to demonstrate effective organisational skills
- Good interpersonal and communication skills with the ability to communicate effectively at all levels
- IT literate possessing knowledge of Microsoft Office packages inc. experience of using these programs in a working environment
- Experience of dealing with difficult and high-pressure situations
- Switchboard and reception experience would be beneficial
- Recognises the need for and demonstrate appropriate confidentiality
- Prepared to work flexibly, including travelling between Birmingham and Sparkhill sites where needed

**SALARY AND WORKING HOURS**
- Salary: £21,197 - £23,144 per annum
- Hours: Full Time / 37 hours
- Permanent



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